The Administrative Assistant (AA) is the first point of contact by phone and in person. The AA exhibits professionalism in a warm, welcoming manner. Phones and guests are greeted with a smile, and made to feel welcome.

A highly skilled Administrative Assistant will work closely with the Executive Director and Staff to further the work of the Community Land Trust. The successful candidate will have an enthusiasm for nonprofit work and affordable housing, and work in partnership with key members of the team. Candidates should be willing to work overtime as needed.

REQUIREMENTS

The successful candidate must be a team player with the ability & desire to work  cooperatively with staff.  They have exceptional interpersonal skills. They demonstrate excellent analytical, organizational, and administrative skills in establishing and maintaining harmonious; working relations with clients, the general public, board members, vendors and others.

They demonstrate excellent analytical, organizational, and administrative skills.  The candidate must show meticulous attention to detail with accuracy and timeliness in record keeping, problem solving, and tracking. They successfully manage multiple assignments without close supervision, while prioritizing competing tasks and following through in a timely manner to meet deadlines.  They communicate clearly and effectively in writing and verbally. They must be extremely discreet in working with clients and their sensitive and confidential information.

RESPONSIBILITIES

Primary responsibility is to assist the Executive Director in refining and maintaining excellent day-to-day administrative tasks and procedures, and to assist the Housing Coordinator.

Duties include but are not limited to:

• Review incoming/outgoing mail, screen telephone calls independently and
• Learn/master the use of internal software and filing systems for data collection, storage, and accurate reporting
• Internal maintenance of donor/membership databases, homeowner lease payments, and insurance
• Coordinate accounting receivables, payments, invoices, , with external Director, bookkeeper/Accountant/Auditor.
• Manage assignments that are complex in nature where independent action and initiative are required in making recommendations and resolving problems as appropriate.
• Participate in Board of Director meetings, staff meetings, offsite gatherings, “all-hands on” and team events – coordinate all logistics, manage communications, track action items and key issues, accurate records

QUALIFICATIONS

Flexibility under pressure with frequently-changing priorities. Proficiency in Microsoft Office and Adobe Acrobat.

Excellent interpersonal skills to maintain and develop successful relationships with both internal and external contacts and the ability to work with all levels of the organization Strong decision-making skills when managing schedules, understanding the difference between urgent and important.

Exceptional problem-solving skills and ability to exercise extreme confidentiality. Passion for Non-Profit work, for Affordable Workforce Housing, Bookkeeping and/or accounting experience is helpful.

High school diploma or equivalent; higher education preferred Minimum 3 years of progressive administrative experience.

Valid Driver’s license and auto insurance.

This is a part- or full-time position with benefits.

General office hours: Monday through Friday, 8:00 a.m. – 5:00 p.m., with flexibility per the needs of the business.

Compensation: Pay commensurate with experience.

Na Hale O Maui is an equal opportunity employer. Applicants are considered for employment without discriminating under applicable state and federal laws, regulations, and/or executive orders.

This job description is not intended to encompass all functions and qualifications of this position, rather they are intended to provide a general framework for the position.